Bring Your Conference to Your Members August 17, 2009 Content Leaders: Richard Finstein, Partner,...

Bring Your Conference to

Your Members

August 17, 2009Content Leaders:

Richard Finstein, Partner, CEO CommPartners, LLC

John Volentine, Partner, Director of Operations, CommPartners, LLC

Connecting Great Ideas and Great People

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Key Discussion Areas

Definition of hybrid conferencing Basis for introducing hybrid

conferencing to your community A business foundation to boost your

chances for success

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Key Discussion Areas

Technology components Internal and external resource selection

to meet your goals Presentation methods to connect in the

most effective way Tips for more effective presentations

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Poll Question

To those in the remote audience what is the #1 reason you are not here

1. Costs

2. Time away from the office

3. Inconvenience of traveling to the event

4. Relevancy of content

5. Lack of connection to ASAE as a resource

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Poll Question To those in the onsite audience…

what is the #1 reason you are here.

1. Networking Opportunities

2. Education Sessions

3. Exhibits

4. See Toronto

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Poll Question

To those in the onsite audience… If a number of sessions you were interested in were available online, would you still come to the conference?

1. Yes

2. No

3. Not sure

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ASAE Conference Facts…

  1. 3,000 attendees at the conference

2. 22,000 members are absent 3. Roughly 85% are not participating

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Definition Hybrid Conferences

  The creation of a teaching environment

suitable for both onsite and remote participants where each is able to have the same opportunity to learn, engage the presenters and achieve the same educational outcomes.

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Pre Session Poll of Webinar Participants

What type of online education are you currently providing?

Webinars/ Webcasts – 51%

Previously recorded content – 41%

Podcasts – 9%

Online Courses – 14%

Virtual Trade Shows / Hybrid Conferences – 2%

None – 11%

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An Opportunity Like Never Before

Participating virtually has much greater acceptance

Increasing frustration with economy, travel

More flexible / dynamic, meeting / learning technologies

Organizations have a better understanding of how to create effective online content

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Creating a Successful Hybrid Event Create Vision Statement for

Hybrid Learning (DNA)

In creating a vision statement consider the following:

Because we are investing our time, our resources, and our finances and the results will impact our relationships, our credibility and our value we have to do this well.

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Components of Your Vision Statement

Why are we doing this? How do we benchmark success?

How will these programs benefit our organization?

How will these benefit to our members / stakeholders?

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Components of Your Vision Statement

How will these programs fit in with our other online / onsite offerings?

What are the principles that will set our programs apart from everyone else?

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Hybrid Conference Foundations

Perform research / understand your

community Create business strategy Create your brand Confirm tactical approach & teaching strategies Verify work flow

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Creating Successful Hybrid Events –

An organizational ApproachIT Department

AMS Integration

Merchant services

Authentication and security

Attendee accessMembership / Marketing

Impact of online learning on value of membership

Compliment to other marketing initiatives

Potential use to support marketing to members

Education / Meetings Department

Quality programming

Continuing educational credits

Meet pre confirmed objectives

An asset to the organization Provide members /

stakeholders what they are seeking

Finance / Operations Department

Reduce expense exposure

Timely payment process

Alternative revenue models

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Create Business Strategy Cost – benefit analysis Sponsorship Session packaging Fees for event archives Subscription vs. Individual pricing Threshold for risk

Creating Successful Hybrid Events

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Creating a Successful Online Learning Strategy

Online teaching strategies

Organization and presentation of content

Presenter qualifications

Screen Layout

Branding / identity strategy

Content choices

Pre / post learning enhancements

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Hybrid Learning Categories

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Multimedia Presentations1. The “Virtual Keynote

Address”

2. Success is tied to the visual presentation and functions along with the presenter’s personality

3. Broadcast vs. collaborative

4. Integration of video, changing imagery, sponsorship

5. Marketing campaigns

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Interactive Learning Labs1. The “Learning Lab”

2. Energy is in the dialog

3. Verbal participation

4. Peer group networking

5. Smaller work groups

6. Utilization of interface to foster learning

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Formal Educational Programming

1. Lecture based

2. Defined curriculum

3. Pre and post learning processes

4. Live or On demand

5. Certificate based

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Program Layout

Vs.

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Virtual Conferences

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Creating a Successful Hybrid Strategy Create Your BrandCreate Your Brand

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American Immigration Lawyers Association

Case Study & Demonstration

One day program, six sessions

Offered option to purchase morning sessions or afternoon sessions.

Included archives with purchase

Forty members participated remotely and paid $200 for 3 sessions.

One day program, six sessions

Offered option to purchase morning sessions or afternoon sessions.

Included archives with purchase

Forty members participated remotely and paid $200 for 3 sessions.

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First Q & A Session:Remote audience:To ask an audio question please dial 1-800-214-0694 and enter passcode 143208#. Press *1 on your telephone keypad to let us know you are ready to ask your question. You may also type your question in the box at the bottom of your screen. Click on the Question & Answer button then type in your question and select the “Send” button.Priority will be given to audio questions.

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Hybrid Event Team

Producer Producer Assistant One or multiple

camera operators Technology

coordinator Representative(s) to

manage onsite audience questions

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Producer Responsibilities

Event Planning / Coordinates Event Team Resources

Speaker / Presenter Coordination Technology / Equipment Selections Testing Coordination Day of Event Coordination Overall Event Success

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Event Team

Physical Room Setup: Local Room Size / Dimensions Lighting / Sound / Layout / Equipment Network Connections / Power Speaker/Presenter Preparations: Speaker/Presenter Technology Training Session Format? Panel, Podium, Interview Local / Remote audience interaction /

question & answers / polls / surveys ? How?

Location of Speaker / Presenter? Fixed vs Moving

Event Time-Line / Script

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Producer and Team

Technology and Equipment Number(s)/Type of camera / operators Streaming and remote player

requirements Audio/ Video requirements Remote presenters? Video?Testing Test / Dry Runs / Equipment checks

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Producer and Team

Day of Event Support Manage Question and Answer Session Equipment and Staff checksOverall Event Success Does everything necessary to run a

successful event

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Hybrid Configuration

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Hybrid Resources for Success

Produce your event – more than planning

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Hybrid Central

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Hybrid Central

Branded hybrid conference home

Live & on demand registration, check in

AMS Integration

Social media integration

Podcasts from presented content

Resource documents

Technical requirements

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Collaborative Learning…Why is this so Challenging?

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Tip # 1 –Understand all the details to produce a successful event

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Tip # 2 – Prepare the onsite production weeks before the event

Perform Site Survey

Have good working relationship with AV contact

Provide room layout

Define access to Internet, audio components

Perform Site Survey

Have good working relationship with AV contact

Provide room layout

Define access to Internet, audio components

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Tip # 3 –Properly market your program.

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Tip # 4 – Start early in engaging and preparing your presenters. Provide them

your mission for your programs to get their buy in.

Review content and presentation objectives

Evaluate ability

Introduce technology

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Activity Options

Interview

Panel

Case Study

Role Play

Breakout rooms

Tip # 5 – Be willing to modify program delivery if you sense selected presenter will not be able to thrive in this format.

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Make sure you have a back up audio recording

Have a fast way to communicate to the audience

Contingencies have been worked out in case connectivity is lost.

Tip # 6 – Create a back up plan

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Ensure all presenters have headsets.

Perform a pre sound test and final sound test before the event.

Test all presenters with the microphones they will be using.

Test roaming microphones.

Tip # 7 – Ensure sound will be perfect

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Tip # 8 – Utilize Web based learning best practices

Have seeded questions ready Script opening and closing Segment audience Create a pleasing visual presentation Build interaction Use an increased amount of imagery Call on people by name

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Consider providing a copy of slides, archive, and Q & A from the event on a hosted page that also promotes upcoming events.

Automatically deliver an archive to anyone that missed the event.

Send a thank you email for their attendance and a preview to upcoming events.

Tip # 9 – Provide a post event deliverable

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Think out of the box

Entertain

Leave time for audience participation

Take calculated risks

Tip # 10 – Be Creative – Have Fun

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Second Q & A Session:Remote audience:To ask an audio question please dial 1-800-214-0694 and enter passcode 143208#. Press *1 on your telephone keypad to let us know you are ready to ask your question. You may also type your question in the box at the bottom of your screen. Click on the Question & Answer button then type in your question and select the “Send” button.Priority will be given to audio questions.

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Contact Information:

Richard Finstein 443.733.1075rich@commpartners.comJohn Volentine

443.733.1076jvolentine@commpartners.com